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Zapier makes it easy to integrate Microsoft Outlook with Xero - no code necessary. See how you can get setup in minutes.
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Microsoft Outlook
Microsoft Outlook
1. Choose trigger event
Xero
Xero
2. Choose action
1. Select the event
Setup
Test
Microsoft Outlook
Choose a trigger event
Choose a trigger
A trigger is the event that starts your Zap—like a "Calendar Event Start" from Microsoft Outlook.
Add your action
An action happens after the trigger—such as "Add Items to Existing Sales Invoice" in Xero.
You’re connected!
Zapier seamlessly connects Microsoft Outlook and Xero, automating your workflow.
Supported triggers and actions
Zapier helps you create workflows that connect your apps to automate repetitive tasks. A trigger is an event that starts a workflow, and an action is an event a Zap performs.
Create a new record or update an existing record in your app.
Organization
Required
Credit Note ID
Required
Invoice ID
Required
Amount
Required
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
From Account
Required
To Account
Required
Amount
Required
Date
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Code
Required
Name
Required
Type
Required
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Type
Required
Contact
Required
Date
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Invoice ID
Required
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Mark Item as a Sales Item?
Mark Item as a Purchase Item?
Item Name
Item Code
Required
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Contact_name
Required
Email_address
Contact_account_number
Primary Person - First Name
Primary Person - Last Name
Phone - Country Code
Phone - Area Code
Phone Number
Fax - Country Code
Fax - Area Code
Fax - Number
Mobile - Country Code
Mobile - Area Code
Mobile - Number
Direct Dial - Country Code
Direct Dial - Area Code
Direct Dial - Number
Contact Address Type
Address - Attention
Address - Line 1
Address - Line 2
Address - City/Town
Address - State/Region
Address - Postal/Zip Code
Address - Country
Contact_tax_number
Bank Account Number
Contact Number
Status
Date
Due_date
Currency
Url
Attachment
Branding_theme
Number
Reference
Sent_to_contact
Line_items_type
Item Code
Description
Quantity
Required
Unit Price
Discount %
Discount Amount
Account
Tax Rate
Tracking
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Contact
Required
Project Name
Required
Deadline for the project
Project Estimate
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Contact
Required
Repeated Invoice Schedule
Invoice Creation: Frequency Type
Required
Invoice Creation: Frequency (Period)
Required
Due Date Type: Payment Terms
Required
Set Due Dates (Days)
Required
Start Date:
Required
End Date
Status
Required
Currency
Branding_theme
Reference
Mark as approved for sending?
Email a copy to Sender?
Include PDF
Line Amount Types
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Purchase Order
Required
Contact
Update Method for Line Items
Date
Delivery_date
Line Amount Types
Purchase Order Number
Reference
Branding Theme
Currency
Status
Sent to Contact
Delivery Address
Attention To
Telephone
Delivery Instructions
Expected_arrival_date
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Info
Organization
Required
Invoice_id
Required
Contact
Status
Date
Due_date
Expected_payment_date
Reference
Branding_theme
Url
Currency
Sent_to_contact
Attachments
Invoice_number
Line_amount_types
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Stop on error
Required
HTTP Method
Required
URL
Required
Query string parameters
Additional request headers
Body
Action
This is an event a Zap performs.
Write
Create a new record or update an existing record in your app.
Organization
Required
Search_by
Required
Action
This is an event a Zap performs.
Search
Find existing data in your app
Organization
Required
Invoice ID
Required
Include PDF File
Include Online Invoice URL
Action
This is an event a Zap performs.
Search
Find existing data in your app
Organization
Required
Contact ID
Quote Number
Status
Action
This is an event a Zap performs.
Search
Find existing data in your app
Organization
Required
Search_by
Required
Include Online Invoice URL
Action
This is an event a Zap performs.
Search
Find existing data in your app
Organization
Required
Search_by
Required
Action
This is an event a Zap performs.
Search
Find existing data in your app
Organization
Required
Search_by
Required
Mark Item as a Sales Item?
Mark Item as a Purchase Item?
Item Name
Item Code
Required
Action
This is an event a Zap performs.
Search or write
Find existing data in your app, or create a new record if no data is found
For AI agents & developers
Use Microsoft Outlook and Xero with AI agents and code
Beyond Zap workflows. Call Microsoft Outlook and Xero actions directly from your AI client or your codebase, using the same 9,000+ app integrations Zapier already runs.
No code
Connect via Zapier MCP
Expose Microsoft Outlook and Xero actions as tools in any MCP client. Authenticate once, then call them in natural language.
Example actions on this page
Add Attendees to Calendar Event
Add Items to Existing Sales Invoice
Works with
Claude · ChatGPT · Cursor · any MCP-compatible client
There is no Python package yet. SDK is TypeScript-only (@zapier/zapier-sdk). The MCP server URL is personal to your account; get it at zapier.com/mcp.
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Customers who say using Zapier has made them better at their job
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Customers have created over 25 million Zaps on the platform
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The average user takes less than 6 minutes to set up a Zap
Practical ways you can use Microsoft Outlook and Xero
Sync new payments to Microsoft Outlook calendar events
Stay on top of your finances as a business owner by syncing new payments in Xero to Microsoft Outlook calendar events. When a new payment is recorded in Xero, Zapier can create a calendar event in Microsoft Outlook to remind you of upcoming financial reconciliations or account overviews.
For IT professionals keeping track of team budgets or expenses, use Zapier to stay informed about overdue invoices in Xero. When an invoice is overdue, Zapier will trigger a new email notification in Microsoft Outlook, helping you monitor and act on pending payments promptly.
Project managers can link expense claims to their project timelines automatically. When a new expense claim receipt is added in Xero, Zapier will attach it as a document or note to the relevant Microsoft Outlook project calendar event, ensuring all expenses are accounted for and aligned with project phases.
Learn how to automate Microsoft Outlook on the Zapier blog
Learn how to automate Xero on the Zapier blog
Make work flow with AI
Level up your Microsoft Outlook to Xero integration with AI. Extract, summarize, and transform your integration data with leading AI models like OpenAI, Anthropic, and more.
Frequently Asked Questions about Microsoft Outlook + Xero integrations
New to automation with Zapier? You're not alone. Here are some answers to common questions about how Zapier works with Microsoft Outlook and Xero
How can I connect Microsoft Outlook to Xero using Zapier?
To connect Microsoft Outlook to Xero, you can set up a 'Zap' through our platform. You'll need to authenticate both your Microsoft Outlook and Xero accounts within Zapier, then choose the appropriate trigger from Microsoft Outlook, such as 'New Email' or 'New Calendar Event', and an action in Xero like 'Create Invoice' or 'Add a Contact'. This way, you automate transferring data between the two services.
Can I use Zapier to automatically create invoices in Xero from emails received in Microsoft Outlook?
Yes, you can automate invoice creation in Xero when an email is received in Outlook. Set up a trigger for 'New Email' on Outlook and select an action like 'Create Invoice' on Xero. You can map specific email content such as sender address or subject line to various fields within the invoice.
Is it possible to sync calendar events from Microsoft Outlook with contacts in Xero?
You can sync calendar events from Microsoft Outlook with contacts in Xero by using triggers like 'New Calendar Event' in conjunction with actions such as 'Update Contact' or 'Add Note to Contact'. Set these up via our user-friendly interface to ensure your customer data remains consistent across platforms.
What triggers are available for Microsoft Outlook when integrating with Xero through Zapier?
The available triggers for integrating Microsoft Outlook with Xero include receiving a new email, creating a new calendar event, or updating a contact. These actions can then initiate various tasks within your Xero account, such as creating invoices or updating customer records.
Are there any limitations when linking my Microsoft Outlook account with Xero via Zapier?
Certain limitations exist when linking Microsoft Outlook to Xero. For example, only basic email information might be captured unless explicitly mapped during setup. Additionally, real-time sync may not always be instant due to periodic polling cycles adopted by some apps.
How can I test if my integration between Microsoft Outlook and Xero is working properly through Zapier?
To test your integration between Microsoft Outlook and Xero, utilize the built-in testing feature within our dashboard after setting up your triggers and actions. Run through each step of the process manually first; this ensures each task performs its intended function before automating fully.
Can I customize the data mapping between incoming emails in Google Sheets and actions performed in Excel?
About Microsoft Outlook
Microsoft Outlook is a web-based suite of webmail, contacts, tasks, and calendaring services.
Xero is an accounting app that lets you track businesses expenses and accounting with intuitive mobile apps and web interfaces for point-of-sale, ecommerce, time-tracking, and more.
